Employee Time Card

Approves the time card and changes its status to Approved.

If an approval map for employee time cards has been configured on the Approval Maps (EP205015) form and this map is selected for employee time cards on the Time and Expenses Preferences (EP101000) form, the system may (based on the settings of the approval map) display the Enter Reason dialog box, in which you enter a comment explaining your decision to approve the document. (Entering this reason may be required or optional.) The reason you enter will be inserted in the Reason column of the row for the approval on the Approval tab of the current form.

This command appears if the Approval Workflow feature is enabled on the Enable/Disable Features form, approval map is selected for employee time cards on the Time and Expenses Preferences (EP101000) form, and the time card has the Pending Approval status.

For more information, see Managing Assignment and Approval Maps.

Updates the released time card and creates a new time card of the Correction type. The new time card has the On Hold status.

This command appears if the time card has the Released status.

Changes the status of the time card to On Hold, making it possible to adjust the time card.

This command appears if the time card has the Rejected, Approved, or Pending Approval status.

Opens the Reassign Approval dialog box, in which you can specify a new approver to reassign the selected record to this approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.

This command appears if the Approval Workflow feature is enabled on the Enable/Disable Features form, approval map for time cards is specified on the Time and Expenses Preferences form, and the time card has the Pending Approval status.

For more information, see Managing Assignment and Approval Maps.

Rejects the time card and changes its status to Rejected.

If an approval map for employee time cards has been configured on the Approval Maps form and this map is selected for employee time cards on the Time and Expenses Preferences form, the system may (based on the settings of the approval map) display the Enter Reason dialog box, in which you enter a comment explaining your decision to reject the document. (Entering this reason may be required or optional.) The reason you enter will be inserted in the Reason column of the row for the rejection on the Approval tab of the current form.

This command appears if the Approval Workflow feature is enabled on the Enable/Disable Features form, approval map for time cards is specified on the Time and Expenses Preferences form, and the time card has the Pending Approval status.

For more information, see Managing Assignment and Approval Maps.

Releases the time card and changes its status to Released.

This command appears if the time card has the Approved status.

Submits the time card for approval. The status of the time card changes to Pending Approval if the approval workflow has been configured for time cards; otherwise, the time card is assigned the Approved status.

If the Time Management feature is enabled on the Enable/Disable Features form and at least one time activity included in the time card has not been approved by the project task approver, the status of the time card changes to Pending Approval, even if the approval workflow has not been configured for time cards.

This command appears if the time card has the On Hold status.

Opens the Project Transactions (PM304000) form, where you can view the list of project transactions that have been created as a result of time cards being released.

This command is available if the time card has the Released status.

A check box that indicates (if selected) that the system will assign the selected records to the specified new approver but not to their delegate, even if the new approver is unavailable and has a delegation set up for the current date.

If the check box is cleared and if the new approver is not available and has a delegation set up for the current date, the system will reassign the selected records to the delegate if the delegate is available. If the delegate is unavailable, the system will reassign the requests to the delegate of the delegate. The system will continue the search in this way until it assigns an approver that has no active delegations set up for the current date or it detects a loop in the chain of delegations (in which case you will have to specify a different approver).

The status of the time card, which is set by the system and can be one of the following options:

• On Hold: The time card is a draft and cannot be released.
• Pending Approval: The time card has been completed and is ready for approval.
• Approved: The time card has been approved.
• Rejected: The time card has been rejected.
• Released: The time card has been released. If any of the activities from the time card is associated with a specific project, at least one project transaction has been generated; for more information, see Employee Time Billing: General Information. If any of the activities is associated with contracts (through cases), contract usage data has been updated; for more information, see Contract Usage: Contract Usage.

The name of the employee whose time card is currently open.

By default, for a new time card, the system selects the employee that is associated with the username you are signed in with.

The type of the time card. The following options are available:

• Normal: A regular time card
• Correction: A corrective time card, which is a time card that updates a released time card

The reference number of the time card being corrected.

This box is filled in only when Correction is specified in the Type box.

The work hours spent by the employee during the week on activities with the Regular Hours earning type.

MYOB Advanced handles validation of this amount based on the Regular Hours Validation setting for the employee on the Employees (EP203000) form.

Copies from the time card submitted for the previous week all rows with an earning type that is not used for holidays or vacations. In the copied rows, the earning type, the task identifier, the project, and the project task are preloaded from the previous time card and the rest of the data is cleared.

Adds to the table a new row with the holiday earning type specified in the Earning Type column and the 8 value in the column of the weekday that is a holiday.

By default, the Project column includes the non-project code, but you can change the value before releasing the time card.

Adds to the table a new row that completes the number of regular work hours for the week. The missing regular work hours are added starting from Monday.

For instance, if the employee is required to work 40 regular hours per week and the time card includes only 30 regular work hours, when you click this button, the system adds a new row with 8 in the Mon. column and 2 in the Tue. column.

The project that the employee worked on. You cannot select a completed or canceled project.

This column is available only if the Project Accounting feature is enabled on the Enable/Disable Features (CS100000) form.

The project task that the employee worked on. Canceled project tasks cannot be used in time cards. If you select a project that has the default project task, this task is automatically populated in the column.

This column is available only if the Project Accounting feature is enabled on the Enable/Disable Features form.

A check box that indicates (if selected) that the time reported by the employee has been spent performing a certified job.

The system automatically selects the Certified Job check box in the time card line if for the corresponding project, the Certified Job check box is selected in the Project Properties section on the Summary tab of the Projects (PM301000) form. You can clear this check box if it has been selected or select it manually, if needed.

This column is shown on the form if the Construction feature is enabled on the Enable/Disable Features form.

The cost code with which this record is associated to track project costs and revenue.

The box is available if the Cost Code feature is enabled on the Enable/Disable Features (CS100000) form.

The union local associated with the time entry.

The system automatically populates the Union Local column in the time card line by using the settings of the employee and project as follows:

• If the employee has an associated union local and the project has no associated union local, the system inserts the union local of the employee.
• If the employee has an associated union local that is one of the union locals associated with the project, the system inserts the union local of the employee.
• If the employee has an associated union local that is not one of the union locals associated with the project, the system leaves this column blank.
• If the employee has no associated union local, the system leaves this column blank.

You can clear the column if a union local has been selected or select a union local manually, if needed.

This column is shown on the form if the Construction feature is enabled on the Enable/Disable Features form.

The non-stock item of the Labor type associated with the time card line.

By default, the system inserts the labor item associated with the employee. You can clear the column if an item has been selected automatically or select an item manually, if needed.

The work shift during which the activity was performed.

This column appears only if the Shift Differential feature is enabled on the Enable/Disable Features form.

A check box that indicates (if selected) that these work hours are billable.

By default, the system selects the check box if the selected earning type has this check box selected on the Earning Types (EP102000) form. You can clear this check box if it has been selected or select it manually, if needed.

The approval status, which indicates whether the summary row requires approval and, if it does, what the current state of approval is. The following options are available:

• Not Required: Approval is not required for the activities in the summary row.
• Approved: All activities in the summary row have been approved.
• Rejected: All activities in the summary row have been rejected.
• Partially: The summary row includes both approved and rejected activities.
• Pending: At least one activity included in the summary row is neither approved nor rejected yet.

The date of the record.

The default date is defined by the Default Date in Time Cards setting on the General Settings tab of the Employee Classes (EP202000) form.

This column is available only if the Project Accounting feature is enabled on the Enable/Disable Features form.

The task on which the employee worked. Canceled project tasks cannot be used in time cards. If you select a project that has the default project task, this task is automatically populated in the column.

This column is available only if the Project Accounting feature is enabled on the Enable/Disable Features form.

A check box that indicates (if selected) that the time reported by the employee has been spent performing a certified job.

The system automatically selects the Certified Job check box in the time card line if for the corresponding project, the Certified Job check box is selected in the Project Properties section on the Summary tab of the Projects (PM301000) form. You can clear this check box if it has been selected or select it manually, if needed.

The column is shown on the form if the Construction feature is enabled on the Enable/Disable Features form.

The cost code with which this record is associated; the cost code is used to track project costs and revenue.

The box is available if the Cost Code feature is enabled on the Enable/Disable Features form.

The union local associated with the time entry.

The system automatically populates the Union Local column in the time card line by using the employee and project settings as follows:

• If the employee has an associated union local and the project does not, the system inserts the union local of the employee.
• If the employee has an associated union local that is one of the union locals associated with the project, the system inserts the union local of the employee.
• If the employee has an associated union local that is not one of the union locals associated with the project, the system leaves the column blank.
• If the employee has no associated union local, the system leaves the column blank.

You can clear this column if a union local has been selected or select a union local manually, if needed.

The column is shown on the form if the Construction feature is enabled on the Enable/Disable Features form.

The non-stock item of the Labor type associated with the time card line.

By default, the system selects the labor item associated with the employee. You can clear this column if a labor item has been selected or select an item manually, if needed.

The work shift during which the activity was performed. By default, the system inserts the shift code specified in the Shift Code box in the Employee Settings section on the General Info tab of the Employees (EP203000) form.

This column appears only if the Shift Differential feature is enabled on the Enable/Disable Features form.

The appointment associated with the activity.

This column is available only if the Service Management feature is enabled on the Enable/Disable Features form.

The customer associated with the appointment.

This column is available only if the Service Management feature is enabled on the Enable/Disable Features form.

The line reference number on the Log tab of the Appointments (FS300200) form associated with the employee.

This column is available only if the Service Management feature is enabled on the Enable/Disable Features form.

The service that the employee has performed during the appointment.

This column is available only if the Service Management feature is enabled on the Enable/Disable Features form.

The actual time when the work has been started.

By default, the system populates this box with the start time specified for the corresponding day of the week on the Work Calendar (CS209000) form in the calendar that is associated with the employee.

The status of the time activity record, which is one of the following:

• Pending Approval: The time activity requires approval by an authorized person.
• Completed: The time activity has been either approved by an authorized person or accepted without approval.
• Rejected: The time activity has been rejected by an authorized person; a warning appears for the rejected record.
• Canceled: The time activity has been canceled.
• Released: The time activity has been released.

The identifier of the case associated with the activity.

This column is available only if the Case Management feature is enabled on the Enable/Disable Features form.

The project on which the material has been used.

This column is available only if the Project Accounting feature is enabled on the Enable/Disable Features (CS100000) form.

The project task on which the material has been used. Canceled project tasks cannot be used in time cards.

This column is available only if the Project Accounting feature is enabled on the Enable/Disable Features form.